Policy Sign Off Process Enhancement

About the Program

Category: Information Technology (Best in Category)

Year: 2022

As a government agency, Cabarrus County has many policies that employees must sign regularly. The existing policy signoff process was less than ideal; policies were distributed at in-person training sessions and were collected as a means of taking attendance. Policies were then manually scanned by Human Resources staff. HR staff then downloaded all scanned files and moved the signed policy to the employee’s personnel file. Cabarrus’s Information Technology Services department was informed of this broken process and quickly developed a solution utilizing current technology and improving the experience for both employees and HR staff. The ITS department prides itself on providing client departments with simplified, automated, innovative processes, while utilizing previously purchased technology. The need for a process enhancement prompted an integration between PowerDMS and Laserfiche. All policies are now assigned to employees using PowerDMS and employees are notified of the outstanding policy and instructed to sign it. Once signed, a workflow runs to record all signature data in PowerDMS for the document ID. The workflow then creates a PDF document with the employee’s signature and date stamp and places the PDF in the employee’s personnel file using extensive logic. HR staff was incredibly pleased with the new, innovative process!